Archive Assistant
©
v1.3.0
Expiration and Deletion Property Update Program
for use with Xerox DocuShare
from
http://www.
CriteriaFirst
.com
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
Page 2
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Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
Page 1
Table of Contents
Introduction
................................................................................................................................................
2
Requirements
............................................................................................................................................
2
Installation .................................................................................................................................................2
Licensing ...................................................................................................................................................3
Starting Archive Assistant .........................................................................................................................4
Configuring Archive Assistant ...................................................................................................................5
Using Archive Assistant.............................................................................................................................7
Support
......................................................................................................................................................
9
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
Page 2
Introduction
Archive Assistant from CriteriaFirst is an application allowing for the setting of Expiration and Deletion
date properties of objects in the DocuShare Content Management System. Setting of these properties is
critical in the maintenance of the data as well as for archival purposes. The Archive Assistant can be
configured to perform different processing based on user expiration / deletion date needs.
Xerox’ offering of an integrated DocuShare Archive Server can be a significant asset to your lifecycle
management plans. By shifting the number of documents from your primary DocuShare server to an
archive server you make the primary server easier to maintain and more responsive to your users.
Moving your older, less frequently accessed documents to an archive server allows you to maintain most
of your documents with a lesser degree of urgency for maintenance and upgrades. It may also be the
only DocuShare server that ever requires a High Scalability Kit after a period of time or accumulation of
documents. When it comes time to delete documents, you can delete them from the archive server
without impacting the performance of your primary DocuShare server.
Requirements
For Archive Assistant to work properly, you will need to have previously installed:
•
Xerox DocuShare Windows Client (found in DocuShare ’s Help section when viewed by browser).
You may need to consult with your DocuShare system administrator to obtain the correct installation
software and perform the installation procedure.
•
Microsoft .NET Framework 4.0 Client. This should be installed automatically for you during
installation of this program. Download and install the Microsoft .Net Framework 4.0 Client, if needed.
You will need to have a user account on the DocuShare server for adding content and a collection (web
folder) into which you can upload your documents. We recommend using a pseudo-user such as
Scriptbot with a strong password so that others can’t use it. Your pseudo-user account should be a
member of the Content Administrators group so that it has access to all content.
Installation
CDROM setup
•
Install the CDROM in your CDROM drive.
•
In the root directory, double-click on Setup.exe.
•
Accept the default properties to install Archive Assistant.
Downloaded file setup
•
Download the trial to a common directory to view in Windows Explorer.
•
Open the compressed folder or unzip the compress file.
•
Extract the files to another folder.
•
Double-click on Setup.exe program file.
•
Accept the default properties to install DocuShare Archive Assistant. If installing on a server or
shared PC, be sure to allow Everyone on that unit to be able to run DocuShare Archive Assistant.
Use the Windows Control Panel’s Add/Remove Programs to uninstall DocuShare Archive Assistant. If
necessary, you can run Setup.exe again to repair DocuShare Archive Assistant.
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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During installation, the setup program will query the
database underlying the DocuShare installation for
information about site-defined custom objects. If your
DocuShare installation has no custom objects
defined, this step can be skipped.
Provide the TCP/IP name for the server hosting the
DocuShare database, the database’s name itself,
and the login credentials for that database. These
values can be found on the DocuShare Admin Home
page, under the “Services and Components ->
Database” section.
This custom object lookup step will define the
DocuShare objects which the Archive Assistant will
be able to change. The lookup stores the object
names in the application’s configuration file stored at:
%AllUsersProfile%\CriteriaFirst\CFDSArchiveAssistant\CFDSArchiveAssistant.xml
Licensing
Archive Assistant must be registered by a user with
administrator privileges before it can be used. On
initial startup, if the application is not registered, the
following dialog box will be displayed:
Contact Criteria First for your Liberation Key by
sending your software code, as shown in the
Registration Window illustration to
support@criteriafirst.com
noting it is for the DocuShare
Archive Assistant. Once Criteria First has provided the
Liberation Key, enter the key into the Liberation Key
field and press the Register button. This will register Archive Assistant and enable it for use. Pressing
the Cancel button will exit DocuShare Archive Assistant. This Window will only appear if DocuShare
Archive Assistant has not been registered.
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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Starting Archive Assistant
Archive Assistant must first be configured before using it to load files to your DocuShare server. To
launch Archive Assistant, from the “Start” button select:
Program Files
►
CriteriaFirst
►
DocuShare Archive Assistant
►
DocuShare Archive Assistant
The application main window will be displayed. The main Archive Assistant window is shown in the
following illustration.
Archive Assistant Main Interface
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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The menu structure is as shown:
Application
Configure…
Displays the Configuration dialog box
Exit
Exits the Archive Assistant
Help
Topics…
Displays the help file (this file)
About…
Displays the Archive Assistant About dialog box
Configuring Archive Assistant
Archive Assistant must first be configured before it is used. It will automatically display the configuration
screen the first time it is run. At any other time, you can access the configuration screen from the main
interface by selecting the Application->Configure menu to display the Archive Assistant Configuration
dialog box shown below.
Configuration Dialog Box
The red items in the configuration file are REQUIRED. These contain the key information to connect to
your DocuShare server.
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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Property Name
Status
Property Description
Target Server
Required
Enter the full URL to the DocuShare server
Proxy Server
Optional
Enter the full URL to the proxy server. This is not
usually used.
Domain
Optional
Specify the domain for the username / password
combination. If no value is specified, the DocuShare
default of “DocuShare” will be assumed. If your
domain is different, contact your system administrator
for the correct domain name.
DsAxess Path
Required
Select the full path to the Xerox DocuShare client
DsAxess.exe application.
User Name
Required
Enter the name of the DocuShare account to be used
to access the data files and properties.
Password
Required
Enter the password of the username to be used to
load the data files and properties.
Default Collection
Required
Enter the Default starting collection (ex: Collection-
868)
Maximum Docs to
Process
Required
Select the maximum number of documents to process
in a single session. This setting is to prevent too
many files from being updated in a single session.
We recommend limiting your sessions to 100,000
documents or less at a time.
Deletion Date
Property Name
Optional
Enter the name of the DocuShare property identifying
the deletion date.
Note: This is not a standard DocuShare property.
The property name must be the database field name
and not the screen display name (ex: deletion_date)
Login Timeout (ms)
Required
The specified number of milliseconds before a login
request times out.
Delay (ms)
Optional
The number of milliseconds to delay between
processed objects. This is normally 0ms.
To configure Archive Assistant to connect to your server, perform the following steps:
1. Enter your required fields in the Configuration dialog box
2. Click the Check Login button to verify that Archive Assistant can connect to your server. If the
connection was successful, Archive Assistant will inform you. If an error occurs, check the
configuration settings and try again to Logon.
3. Click OK when you have successfully connected to your DocuShare server.
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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Using Archive Assistant
To use the DocuShare Archive Assistant, the following steps should be performed.
Run the DocuShare Archive Assistant:
Program Files
►
CriteriaFirst
►
DocuShare Archive Assistant
►
DocuShare Archive Assistant
In the Main Interface, click the
Load Tree
button to load the DocuShare tree for the
Default Collection
from the
Target Server
. The tree will take a few seconds to load. You can easily change from the default
collection to another at the top of the main page in the
Tree Origin
field. You can specify a large major
collection and process it branch by branch or select smaller subcollections. Only documents which are
updated count against the Maximum Objects value shown.
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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Your collection tree should appear in the tree view area just below the
Tree Origin
field. Navigate and
select the specific collections to be processed. Use the
Expand Tree
button to expand the tree and the
Collapse Tree
button to collapse the tree or use the familiar + and – indicators at each node. Use the
Select All Collections
checkbox to select / unselect all of the entries in the tree view. If you want to
process only a branch or two of the tree, you’ll find it faster and easier to use the checkbox for
Select/Unselect Subcollections
to avoid having to click on all the subcollections for your branches.
On the right side of the interface In the
Processing these object types
group you will see a default
selection of Document. You can hold down CTRL and click on additional objects you’d like to process,
such as MailMessage. This list will also include custom object types cloned from the Document object,
such as Invoice, PurchaseOrder, and CreditApplication. The program will detect them and list them for
you. If you have different retention policies for your various object types, then process them in separate
passes. For example, you may want to retain standard Document objects for five years on your main
DocuShare server and delete them after seven years from your DocuShare Archive Server while you
prefer to maintain your CreditApplication types of documents for one year before archiving them and
delete them in five years. MailMessage and Invoice documents would be handled under other policies
and retention periods.
Before continuing, it’s important to note that you can set the expiration date and deletion date for your
objects independently or at the same time. If you have already set your expiration date for archival and
later add a deletion date property, preferably as a global property (see the DocuShare Administrators
Guide for instructions), then you can sweep your collections and set only the deletion date without
affecting your current expiration date properties. Updating a property takes a little bit of time and
updating many properties will add to your overall processing time, so there’s an option to change the
setting
Only if currently not set
for greater efficiency.
In the
Expiration (Archival) Date
group, check
Set expiration date
if you wish to update this property
for your objects to prepare them for archiving. The option for
Only if currently not set
appears for you.
By default, the Expiration and Creation date will be set based on the objects Creation Date property.
Select one of the following from the drop-down list to determine the baseline for setting the date: Creation
Date, Last Modified Date, or Today. Then enter or dial in the number of years and/or months to add to
the baseline for the expiration date to be set.
The
Deletion Date
group works in the same manner. Your property name must be specified in the
configuration to allow the date to be applied. Property names are case sensitive.
NOTE:
The Deletion Years / Months cannot be the same as the Expiration Years / Months otherwise
files will be modified to be deleted on the same day they are expired. By the same token, the Deletion
date cannot be less than the Expiration Date.
Click on
Start
to begin. A Confirmation of Settings page will show reiterating all your selections for your
review. Click Cancel if you want to change your settings or OK to continue and begin processing your
documents. While processing a collection, a small clock will appear next to the active collection which
changes to a green checkmark once it’s completed. This provides visual feedback and status. Should
the indication be that not all collections were completely updated, you can click on Start again and it will
continue from the collection where it previously quit. Be sure to review that all documents were
processed before moving on to another area or processing other types of documents.
During a processing run, the following information will be displayed in the bottom portion of the Archive
Assistant Window and will be updated dynamically:
Start Time Indicates the process start time
End Time Indicates the process end time
# of Accessed Objects:
X
Modified
Y
of
Z
Maximum Objects
where
Archive Assistant
©
v1.3.0
Expiration and Deletion Date Update Program
From Criteria First
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•
X is the current object being processed. Incremented for each accessed object
•
Y is the total number of objects that have been modified by setting either the expiration or
deletion date (or both)
•
Z is the total number of maximum objects set to be processed.
The process will finish when either of the following occurs:
•
Number of Modified Objects = Maximum Objects or
•
All DocuShare Objects have been processed and are less than the Maximum Objects
Support
DocuShare Archive Assistant customer support is available Monday through Friday from 8:00 AM to 6:00
PM CST via email to
support@criteriafirst.com
or by calling 972-492-4428.
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